There will likely be times that you want to reuse data values stored in user or organization accounts. You may wish to make some user-specific information, like payroll ID and phone number, available in your Screen designs. Or, if you are a vendor working across multiple company accounts you may wish access the same core values via a consistent key.
Good news! You can associate key and value metadata on both User and Company/Organization levels using our platform. This enables you to record additional information/data to these entities, and then access it in Forms and other areas of the system via our META() formula functions.
To add or edit metadata, go to the 'Edit User' and 'Organization Setup' pages in the secure website. You will see a new 'Metadata' field, which lets you add key/value sets of information. Don’t forget to hit the 'Save' button to apply your changes.
Note: These metadata values are also available on our Company and User APIs, so you can programatically get/set metadata values as desired.
Accessing Metadata in Your App
To make use of the metadata you have loaded, we provide two formula functions:
Both functions will get you the value for the given key name at Organization and User levels. This is part of our formula engine, therefore you can make use of these functions anywhere formula is supported – Form screens, data templates, conditions etc.
Using Metadata For Common Keys Across Company Accounts (Useful for Vendors)
This is used when sharing Screen designs across multiple client accounts. Organization metadata helps to reduce editing of Screens after you have copied/installed them into the client account.
You can change the destination email (connector) for these forms in bulk without having to change the individual connector of each form, or having to add a destination email field for the mobile user to fill in every time they submit a form. For example, you have an email Form connector that needs to have a fixed to email address.
Follow these steps to update an Organization metadata value, instead of changing every such connector on each client install.
- Using the navigation menu on the left side, click Organization & Users, and then Organizational Set Up from the drop down. Scroll down to 'Advanced Options' and click on Add Item on the left.
2. Fill in metadata key as 'destemail' and value as 'firstname.lastname@example.org'. Click on Add Item.
3. In your Form connectors, use the 'To Form Field' option to ensure the email is sent to the address populated in your new hidden field.
The result is that whenever you install/copy common Forms into your client accounts, you will only need to change the value of the 'destemail' metadata on each client's Organization Setup. These simple steps are just one example of how you can leverage Organization Metadata to share designs and save manual editing.